Manual purchase orders are only ever needed for items unconnected with
customer sales orders. Products for customer orders will automatically appear
on the
Shopping List
so it is easier to generate the order using thisoption.
If
you generate a manual purchase order for stock, any subsequent sales order
should choose 'From Stock' as the supplier, otherwise the shopping system
will try and order them again.
Shopping can also be used to add products required for stock so you may
prefer to use that option to build a stock order rather than create a manual
purchase order. You can
set up reorder levels
for items you wish
to keep in
stock so that the shopping list reminds you when it is time to
re-stock the
warehouse
. As a result you may find it more useful to use the shopping
program for stock ordering, rather than manual purchase orders. Manual
purchase orders can only be printed even if the supplier has the facility for
electronic invoices via Shopping.
1. Choose Gx Stock from the toolbar.
2. Move the cursor to Purchase Orders on the menu.
3. Select Purchase Order Details from the second menu displayed.
4. Click the icon to be allocated the next Purchase Order No.
5. Select the Supplier Account Code from the drop-down menu.
6. Select the supplier Address Reference for the branch or distribution
centre this order will be placed with.
7. Tick the Deliver to Customer check-box if this is to be delivered directly to
your customer by the supplier. You will then need to enter the customer
account code and select the required delivery Address Reference. Use the search button to select a delivery address, this may be any delivery address on the system, customer or supplier.
8. Book into Warehouse - select the warehouse this order is being raised
for.
9. Order Date - confirm the order date.
10. Delivery Date - enter the expected delivery date if known.
11. Contact Name - select the correct contact person that this order is for
the attention of from the drop-down menu. Click the icon to
create a
new contact person
for this supplier. Telephone Number, Fax Number
and Email Address will fill in automatically for the person selected.
12.
You can then work through the other options available when raising a
purchase order. These are:
This allows you to enter the stock code lines on the order.
1. Click the Product tab if it is not already highlighted.
2. Product Code - type in the product code if know. If you do not know the
code, you can use the
product search. If the product code
you require
does not exist on the system you may need to
create a new product file
.
The description, purchase and selling units are filled in automatically.
3. Packs - enter the number of packs required.
4. Price - the price will fill in automatically but you can overtype it.
5. Discount - enter any discount you receive.
6. Work through the other options
available in placing purchase orders if
required.
This section of the order allows you to enter free type description lines for
items that do not have stock codes. These are sometimes referred to as
N.O.F.s (Not on File). Although this facility is available, it is always best to
create a product file
if possible to enable easier order processing
if the item is
purchased again.
1. Click the Non Stock Lines tab.
2. Description - enter a free type description for the item.
3. Packed - enter the pack size
4. Quantity - enter the quantity to be ordered.
5. Price - enter the price per item.
6. Discount - enter the discount allowed per item.
7. VAT - select the require V.A.T. code from the drop-down menu.
8. Nominal Code - select the purchase/cost of sales nominal code from the
drop-down menu.
9. The line value and order value are displayed at the end of the line.
This option allows you to add descriptive text to product lines ordered (not
non-stock lines). For example a stock code for diary may not be for a specific
colour, so you can attach the chosen colour here as a text line associated to
the stock code.
1. Click the Text Lines tab.
2. Select the product code you wish to enter text for.
This allows you to enter additional charges that apply to the order, for
example delivery charges. You can also attach messages to this order for the
attention of the supplier.
1. Click the Charges & Information tab.
2. For charges, select the Charge Code from the drop-down menu. Click here for instructions on setting up these charges.
3. Confirm the cost of this charge.
4. For messages, you can either select a pre-set message from the Information Code drop-down menu or simply type your message in the
yellow box. Click
here
for instructions on setting
up purchase order
information codes.
You can print the order directly from the Purchase order Details screen once
you have entered all the information required. Alternatively you can save the
order now and print it later using the
Print Purchase Orders
program.
1. Click the Print button at the bottom of the screen.
2. Choose what format you want to produce the purchase order in from the Sent Report To options. (more info)
3. Click Ok. Click here to view an example of a printed purchase order form.
icon to be allocated the next Purchase Order No.
icon to
create a
new contact person
for this supplier. Telephone Number, Fax Number
and Email Address will fill in automatically for the person selected.